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VIEWS: 3 PAGES: 19

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                                                                                                                            BUDPREP LAB




                                                         TABLE OF CONTENTS

      Starting BUDPREP.................................................................................................................2
      1.0            Personnel Detail .................................................................................................................3
      1.1            Add New Employee .............................................................................................3
      1.2            Add Multiple Positions for the Same Cost Center ................................................4
      1.3            Move Positions between Cost Center..................................................................5
      1.4            Post Personnel Cost ............................................................................................6
      1.5            Reporting .............................................................................................................7
      2.0            Expenditure Items ..............................................................................................................9
      2.1            Add/Delete a Record ...........................................................................................9
      2.2            Export Data .......................................................................................................10
      2.3            Data Transfer.....................................................................................................11
      3.0            Cost Center Summary ......................................................................................................13
      4.0            Business Area Summary ..................................................................................................14
      5.0            Capital Equipment ...........................................................................................................15
      6.0            Monthly Budget ................................................................................................................17
      7.0            Print Submission Package ...............................................................................................19




                                                                                                                      BUDPREP LAB - 1
        BUDPREP i
                                                                BUDPREP LAB



Starting BUDPREP

   1. Start BudPrep by clicking on the FY2011 Budget icon on your desktop.
   2. Enter your department number and password in login screen, then click on
      OK or press Enter.




   3. Select General Fund: 1000 from Fund No. list




                                                             BUDPREP LAB - 2
                                                                           BUDPREP LAB


1.0     Personnel Detail
      Objective
      In this exercise, you will add a new employee, populate special records for all cost
      center in the department, move employees to other cost center and calculate
      personnel budget.

  1.1 Add New Employee

          1. Select cost center dddd010001

          2. Click Utilities->Insert a single record->click “OK” to the pop-up message
             box

          3. Type data as shown in following screen

          4. Click save icon:     to save the information

          5. BudPrep will bring back the fringe benefit based on information you entered




                                                                       BUDPREP LAB - 3
                                                                      BUDPREP LAB



1.2 Add Multiple Positions for the Same Cost Center

    1. Use navigate tools:                                    to get to the record which
       is similar to the new positions. This record will serve as a “Model”.

    2. Select Utilities->Add Multiple Positions->New Positions

    3. Enter the number of position to be added, then press Enter or OK button




    4. Following records are created by copying information from “Model” record




    5. Make necessary changes for Name, Job Code, Base Pay(Gross), Pay
       period and Insurance Code to best budget the new position.

    6. Click Exit to save the changes



                                                                  BUDPREP LAB - 4
                                                                     BUDPREP LAB



1.3 Move Positions between Cost Center

    1. From Utilities menu, select “Move Positions Among Cost Center”.

    2. Check “Single Position” and key in “New1” as employee ID. Then click
       “Move” button to bring up employee information screen.




    3. Pick second cost center from list and click “Exit” to finish the moving




    4. To move several positions, select Utility-> Move Positions Among Cost
       Center, then check “Multiple Position” and input source cost center:
       ”dddd010001”. Press “Move” button to all the employees in source cost
       center.




                                                                 BUDPREP LAB - 5
                                                                  BUDPREP LAB




    5. Select new cost centers for the employees which will be moved. All the other
       information in the same screen also can be edited except Employee ID.

    6. Click “Exit” to complete the action.



1.4 Post Personnel Cost

    BudPrep calculates some personnel services expenditure based on employee
    details, such as base pay, longevity, insurance plan and employee type:

    500010    Salary Base Pay - Civilian
    500020    Salary Base Pay - Classified
    500030    Salary Part Time - Civilian
    500040    Salary Assignment Pay - Classified
    500050    Sal-Edu/Incen-Classfd
    500060    Overtime - Civilian
    500070    Overtime - Classified
    500080    OT-Cls Med Mgmt
    500090    Premium Pay - Civilian
    500100    Premium Pay - Classified
    500110    Bilingual Pay - Civilian
    500120    Bilingual Pay - Classified
    500130    Equipment Allowance-Classified
    500160    Training Incent.-Classified
    500180    Temporary Employees
    500190    Temporary Higher Class Pay
    501010    Clothing Allowance - Civilian
    501020    Clothing Allowance - Classified
    501070    Pension - Civilian
    501080    Pension - Fire
    501100    Phase Down Classified
    501140    Third Party Disability B-Classified
    501150    Trainees for Classified Service - Cadets
    502010    FICA - Civilian
    502020    FICA - Classified
    503010    Health Ins-Act Civilian
    503015    Basic Life Insurance - Active Civilian
    503020    Health Ins.Act-Classified
    503025    Basic Life Insurance - Active Classified
    503060    Long Term Disability-Civilian


                                                               BUDPREP LAB - 6
                                                                      BUDPREP LAB


    503061     Long Term Disability-Classified
    503080     Workers Compensation-Classified-Admin
    503090     Workers Compensation-Civilian-Admin
    504030     Unemployment Claims

    1. To refresh Personnel Services budget with updated employee information,
       select Utilities->Calc and Post Personnel Data

    2. When calculation procedure is done, press “OK” button to close the
       message box.




1.5 Reporting

 Every BudPrep function/form screen has reporting feature. There is a separation
 line in the report menu group. All the reports above the line are special reports and
 the ones below the line are Budget book report.

       Budget book report: with * next to the report name and will be published in
        budget book
       Special report: only available in current function/form screen to assist budget
        preparation and data analysis.




 1. From menu bar, select Reports->Expenditure Details

 2. Click Export Report icon:



                                                                  BUDPREP LAB - 7
                                                        BUDPREP LAB


3. Select or type value as shown below:

   Save in: C:\temp
   File name: Exps_Export
   Save as type: Microsoft Excel Data Only (*.xls).




4. Click “Save” button to save data to disk

5. Close the report.




                                                      BUDPREP LAB - 8
                                                                           BUDPREP LAB



2.0     Expenditure Items
      Objective
      After this exercise, you can add/delete a line item, calculate FY2011 expenditure
      and upload/download FY2011 budget data

  2.1 Add/Delete a Record

      1. Pick the first cost center in the cost center drop down list: “dddd010001”, click
         Utilities->Add a New Record

      2. Select “500015 HOPE Union Business Leave” from the line item drop-down
         list




      3. Click “OK” to return to expenditure screen and enter “5000” for FY2011 budget.




      4. Select “Utilities->Screen Totals->Cost Center” to check the budgeted
         expense for the current cost center, “Exit” to close the summary screen




                                                                       BUDPREP LAB - 9
                                                                   BUDPREP LAB




 5. Put “0” as FY2011 New Budget for commit Item „500015”




 6. Click Utilities->Delete a Record, select the item “500015” from list and press
    “OK” button to return to expenditure detail screen




2.2 Export Data

 1. Go Utilities->Export ->Expenditure Detail

 2. Click Export Report icon:

 3. Select or type value as shown below:

    Save in: C:\temp
    File name: Exps_Export
    Save as type: Microsoft Excel Data Only (*.xls).

 4. Click “Save” button to export data




                                                               BUDPREP LAB - 10
                                                                  BUDPREP LAB




2.3 Data Transfer

 1. Data_Transfer->Download New Budget to Local File to get current new
    budget number

 2. Click Export Report icon:

 3. Select or type value as shown below:

    Save in: C:\temp
    File name: Exps_Transfer
    Save as type: Microsoft Excel Data Only (*.xls).




 4. Click “Save” button to save new budget number into file.



                                                               BUDPREP LAB - 11
                                                                   BUDPREP LAB


5. Open C:\temp\Exp_Transfer.xls in Excel

6. Make following changes in first cost center:


      a. “500010” Salary Base Pay – Civilian       100,000
      b. “511045” Computer Supplies                 10,000

7. Save the changes and close the file.

8. Back to Expenditure screen in BudPrep, Data_Transfer->Upload New Budget
   from Excel

9. Select the file with new changes: C:\temp\Exps_Transfer.xls




10. Click “Open” button to upload the data

11. Check the loading result:

      a. “500010”: Salary Base Pay – Civilian: may not have the same number
         as in loading file. After uploading is done, “Calc and Post” procedure will
         be kicked off. Budprep populates budget number for all calculated line
         items based on personnel information.

      b. “511045” : Computer Supplies: new budget should be loaded from file.




                                                               BUDPREP LAB - 12
                                                                          BUDPREP LAB



3.0     Cost Center Summary
      Objective
      In this exercise, you will update cost center information: Performance Measures,
      FTEs and Cost Center description.

      1. Select “Cost Center Summary” from menu item

      2. Pick the first cost center from drop down list : dddd010001

      3. Make necessary changes in following area( see limits):

          Cost Center Description (300 characters limit):
          Cost Center Objective (300 characters limit):
          Performance Measures (26 characters limit):
          Measure Target (11 characters limit):
          FY2010 Current FTEs:
          FY2010 Estimate FTEs:




      4. Select Utilities->Calc and Post Personnel FTEs to calculate FTEs for all cost
         center of the fund.

      5. Go Utility->Update Cost Center Expenditure to refresh the cost of each cost
         center shown at the bottom of the screen.



                                                                       BUDPREP LAB - 13
                                                                           BUDPREP LAB


4.0     Business Area Summary
      Objective
       In this exercise, you will edit budget highlights, overtime FTEs and print business
      area summary.

      1. Select “Business Area Summary” from menu item.

      2. Change Overtime FTEs as:

             a. FY2010 Current: 2.0
             b. FY2010 Estimate: 2.0




      3. Click “Save” button to save the changes.

      4. Move the cursor to the bottom of Budget Highlights:

      5. Start a new line with lower case “o” followed by few spaces to line up with other
         highlights

      6. Type “FY2011 is the last year of HOPE (3%) and pay for Pay for
         Performance (1.25%).”

      7. Go Reports->Business Area Summary to view the Business Area Summary
         on screen.

                                                                       BUDPREP LAB - 14
                                                                         BUDPREP LAB


5.0     Capital Equipment
      Objective
      This exercise will let you add new capital/non-capital equipment which must be
      purchased from the 550 or 560 appropriations.

      1. Select Capital Equipment from menu item.




      2. Click “Utility->Add A New Record”

      3. Fill up information for following fields:

          Priority: 3
          Replace or New: R
          Carryover: N
          SAP Commit Item: select 551010 from list
          GEMS 2K Item: Pick SEDAN, FULL SIZE from drop down list
          Quantity: 1
          Budget Unit Cost: 17000
          Remarks: For department use.




                                                                    BUDPREP LAB - 15
                                                                 BUDPREP LAB




4. Click “Save” menu item

5. Go Utility->Post to Expenditure

   New budget for line items of 550 and 560 are calculated based capital
   equipment cost.

6. Select Report->Capital Equipment Details for Current Fund

7. Close report




                                                             BUDPREP LAB - 16
                                                                             BUDPREP LAB


6.0     Monthly Budget
      Objective
      In this exercise, you will allocate new fiscal year budget into 12 periods.

      1. From BudPrep main screen, select Utility->Monthly Budget

      2. Select first cost center: dddd010001, from drop down list.




      3. Go Tools->Split Budget for Current Cost Center

      4. Type “split” as the password, click OK or Enter

      5. Press OK for message box




                                                                        BUDPREP LAB - 17
                                                                BUDPREP LAB


6. In commit item: 500010, change budget in period 1: 10000, then use Tab key to
   move cursor

7. See the changes in period 12.

8. Select Export->Download Data With Template

9. Save file as C:\temp\Exps_Monthly.xls in type: Microsoft Excel Data
   Only(*.xls)




10. Open C:\temp\Exps_Monthly.xls in Excel




                                                            BUDPREP LAB - 18
                                                                        BUDPREP LAB


7.0     Print Submission Package
      Objective
      This exercise shows you how to print all reports for department budget submission
      at one time.

      1. In BudPrep main screen, select Utility->Submission Package Print

          It will bring up all reports for submission:

                Business Area Budget Summary
                Cost Center Summary
                FTE Report
                Revenue Summary
                Expenditure Summary
                Revenue Request Detail
                Explanation of Expenditures

      2. View all reports, then close them.




                                                                    BUDPREP LAB - 19

								
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